MOUNT KENYA UNIVERSITY THIKA CAMPUS.

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

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ABSTRACT

THIS IS THE CONSTITUTION OF THE DENTAL STUDENT

ASSOCIATION PREPARED IN THE YEAR 2022 WHICH WILL

GUIDE ALL THE ACIVITIES AND OPERATION OF THE

ASSOCIATION.

ACKNOWLEDGEMENT

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

SINCERELY APPRECIATE ALL THOSE WHO PARTICIPATED IN

THE DEVELOPMENT OF THIS CONSTITUTION:

ALL THE EXECUTIVE MEMBERS THE YEAR 2022

MOUNT KENYA UNIVERSITY THROUGH THE

HEAD OF DEPARTMENT.

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

iii. OVERTURE.

We the dental students of Mount Kenya University acknowledging the supremacy of

almighty God of all the creation;

Recognizing the need for an association that bowers all the dental students’ to serve

the interest of the students’ in the university;

Anticipating networking with other dental students from other institution countrywide;

Realizing distinctive and prime role of dental students’ in dentistry and the society at

large;

Comprehending the importance of unity and co-operation in the field of dentistry;

Do hereby establish Mount Kenya University dental students’ association, endorse and

enact the constitution as our guiding and principal document for ourselves and the

future of our association and undertake to hold to its provision in the promotion and

achievement of the vision and objectives of the association.

COURSES REPRESENTED.

1.  Dental technology. Both bachelors and diploma students

2. Oral health. Both bachelors and diploma students.

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

iv. SOVEREIGNTY OF THE CONSTITUTION.

1. All sovereign power of the association belongs to its members and shall be

exercised only in accordance with the provision of this constitution.

2. Every member of the association has an obligation to respect, uphold, comply to

and defend this constitution.

3. The legality of this constitution is not subject to challenge before any

association organ except the oversight board.

4. The constitution is the supreme law of the association and binds all members

and organs of the association.

5. Any attempt to constitute an association organ otherwise than in the compliance

with this constitution is unlawful.

6. No person shall exercise authority on behalf of the association except as

authorized under this constitution.

7. Sovereign of the association under this constitution is delegated to the following

association organs, which shall perform their function in accordance with the

constitution:

i. The oversight board

ii. The executive committee

iii. The student committee

iv. The Electoral board

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

v. TABLE OF CONTENTS

ABSTRACT ..........................................................................................................................................ii

ACKNOWLEDGEMENT ...................................................................................................................ii

OVERTURE. ...................................................................................................................................... iii

SOVEREIGNTY OF THE CONSTITUTION. ................................................................................ iv

ARTICLE ONE: THE ASSOCIATION ............................................................................................ 1

NAME ................................................................................................................................................ 1

SECTION ONE: MISSION ............................................................................................................... 1

SECTION TWO: VISION. ................................................................................................................ 1

SECTION THREE: OBJECTIVES. .................................................................................................. 1

ARTICLE TWO: MEMBERSHIP. ................................................................................................... 2

SECTION ONE: WHO IS A MEMBER? ......................................................................................... 2

SECTION TWO: RIGHT OF A MEMBER. ..................................................................................... 2

SECTION THREE: MEMBERSHIP INCLUSSIVITY. ................................................................... 2

SECTION FOUR: REGISTRATION ................................................................................................ 2

SECTION FIVE: MEMBERS VALIDATION.................................................................................. 2

SECTION SIX: DUTIES OF A MEMBER. ...................................................................................... 2

SECTION SEVEN: REVOKATION OF MEMBERSHIP. ............................................................... 3

ARTICLE THREE: THE EXECUTIVE COMMITTEE ................................................................ 3

SECTION ONE: FOUNDATION AND COMPOSTION ................................................................. 3

SECTION TWO: ROLE OF EXECUTIVE LEADERS. ................................................................... 4

SECTION THREE: REMOVAL FROM OFFICE. ........................................................................... 6

SECTION FOUR: FILLING OF VACANT SEATS. ........................................................................ 6

SECTION FIVE: PROCEDURE FOR REMOVAL FROM OFFICE. ............................................. 6

SECTION SIX: COMMITTEE RULES AND REGULATION. ...................................................... 7

SECTION SEVEN: EXECUTIVE TENURE. ................................................................................... 8

ARTICLE FOUR: OTHER COMMITTEE AND BOARDS. ......................................................... 8

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SECTION ONE: THE OVERSIGHT BOARD. ................................................................................ 8

SECTION TWO: DUTIES OF OVERSIGHT BOARD. ................................................................... 8

SECTION THREE: STUDENT COMMITTEE ................................................................................ 9

SECTION FOUR: DUTIES OF STUDENT COMMITTEE. ............................................................ 9

ARTICLE FIVE: ELECTIONS ......................................................................................................... 9

SECTION ONE: APPLICATION BY ASPIRANTS. ....................................................................... 9

SECTION TWO: THE ELCTORAL PROCESS. ............................................................................ 10

SECTION THREE: ELECTION RULE AND REGULATION...................................................... 10

SECTION FOUR ELECTRORAL DISPUTES. .............................................................................. 11

SECTION FIVE: THE ELECTORAL BOARD. ............................................................................. 11

ARTICLE SIX: ASSOCIATION MEETINGS. .............................................................................. 12

SECTION ONE: GENERAL MEETINGS. ..................................................................................... 12

SECTION TWO: ANNUAL MEETINGS. ...................................................................................... 12

ARTICLE SEVEN: FUNDS. ............................................................................................................ 12

SECTION ONE: SOURCE OF ASSOCITATION FUNDS............................................................ 12

SECTION TWO: MANAGENENT OF FUNDS. ........................................................................... 12

SECTION THREE: THE TREASURY ........................................................................................... 13

SECTION TWO: THE AUDITORY COMMITTEE. ..................... Error! Bookmark not defined.

ARTICLE EIGHT: AMENDMENTS TO THE CONSTITUTION. ............................................ 13

SECTION ONE: RULES AND REGULATION............................................................................. 13

ARTICLE NINE: INSPECTION OF ACCOUNTS. ...................................................................... 13

SECTION ONE: AUDTING. .......................................................................................................... 13

SECTION TWO: THE AUDITORY COMMITTEE. ..................................................................... 13

ARTICLE TEN: DEFENSE OF THE CONSTITUTION. ............................................................ 14

SECTION ONE: THE DECLARATION. ....................................................................................... 14

SECTION TWO: CUSTODIAN OF THE COSTITUTION. .......................................................... 14

ARTICLE ELEVEN: LOGO OF THE ASSOCIATION. ............................................................. 15

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

vii MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

1. ARTICLE ONE: THE ASSOCIATION

NAME

The name of the association is MOUNT KENYA UNIVERSITY DENTAL

STUDENT’ ASSOCIATION.

The name shall be officially abbreviated as MKUDESA.

The association will have an official logo which will always appear on the letterhead

and as the watermark for all the official documents.

SECTION ONE: MISSION

Mount Kenya university dental students’ association is a non-profiting association for

all the dental students’ who are members aimed at improving dental services in the

society through managing and supporting dental students in the university.

SECTION TWO: VISION.

To enhance profession network among dental students’

SECTION THREE: OBJECTIVES.

1. To check on the student’s welfare.

2. To create dental care awareness

3. To establish professional network among dental students and dental

practitioners

4. To enhance professionalism among dental students

5. To encourage creativity and innovation among dental students by providing

innovative platform for them to showcase their ideas.

6. To fight for identity and recognition of dental students in the medical school

7. To promote unity among dental students’

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

2. ARTICLE TWO: MEMBERSHIP.

SECTION ONE: WHO IS A MEMBER?

Any dental student who have voluntarily registered himself/herself as a member of the

association and has paid a registration fee of one hundred and fifty shilling

Upon completion of the course an active member will be issued with a certificate of

recognition.

SECTION TWO: RIGHT OF A MEMBER.

1. Right to vote.

2. Right to vie for office.

3. Right to information of all activities of the association.

4. Right to question the decision of the committee.

5. Right to participate in all the activities of the association required by the

constitution.

6. Right to file a complaint against any member before disciplinary committee.

SECTION THREE: MEMBERSHIP INCLUSSIVITY.

The association shall not discriminate anyone on the basis of age, origin, political

stand, religion, marital status, disability, gender or graduate level.

SECTION FOUR: REGISTRATION

Any student in the dental sciences department in Mount Kenya University who wishes

to become a member will pay one hundred and fifty shilling for registration and shall

renew their membership after one academic year.

SECTION FIVE: MEMBERS VALIDATION.

Each member shall be issued with a membership card upon registration.

A member shall retain his or her membership upon renewal after one academic year.

SECTION SIX: DUTIES OF A MEMBER.

A member must fully participate in the activities of the association.

A member should promote the values and defend the constitution of the association.

A member must uphold all the rules and regulation of the association.

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

3. SECTION SEVEN: REVOKATION OF MEMBERSHIP.

One membership can be terminated on the following grounds:

1. When a member ceases being a member of the association willingly.

2. When a member fails to pay their registration fee.

3. When a member transfers to a course that is not offered in the dental science

department.

4. When member constantly violates the associations’ rules and regulation.

5. When a member involves themselves in activities that threatens the

associations’ activities.

6. When a member is undergoing disciplinary action in the university.

ARTICLE THREE: THE EXECUTIVE COMMITTEE

SECTION ONE: FOUNDATION AND COMPOSTION

All the authority of the executive committee shall be exercised in accordance with the

provision of this constitution.

The executive committee shall:

o Oversee the running of the association for duration of their term.

o Establish, with the approval of the oversight board or the members, special

committee and task force to undertake specific tasks and recommendations.

The executive will comprise of sixteen members and the associations’ patron.

The executive will comprise of six elective post which includes:

 Chairperson

 Vice chairperson

 Secretary

 Treasurer

 Organizing secretary

 Media and publication

coordinator

The remaining ten members will be appointed by the newly elected leaders and the

oversight board.

One of the ten members will be the head of the students’ committee.

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

4. From the ten members two people will be appointed to serve the capacity of assistant

treasurer and assistant organizing secretary.

At least three members should be diploma student.

SECTION TWO: ROLE OF EXECUTIVE LEADERS.

1. THE CHAIRPERSON.

The chairperson shall:

 Be executive head of the committee.

 Coordinate the executive committee.

 Organize meeting for the executive and the oversight board.

 Oversees all the association activities, both long term and short term.

 Present quarterly report to the members, the patron, affiliates and oversight

board.

 Address the members during annual general meeting on the progress of the

association.

 Be a signatory to the association’s bank account.

 Be the executive committee’s spoke person

 Responsible for safety of all the associations’ members.

2. THE VICE CHAIRPERSON.

The vice chairperson shall:

 Perform all the duties of the president in his or her absence

 Establish contact with the newly admitted dental sciences students’ and

encourage them to join the association.

 Assist in fund raising.

 Makes sure survey are conducted for each event.

 Reviews the meeting’s agenda.

3. THE TREASURER

The treasurer shall:

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

5. Together with the vice chairperson, develop and implement fund raising

strategies for the association.

 Propose the administrative budget of the next year at the annual general

meeting.

 Review and audit the budgets of all association project, activities and meeting.

 Present a list of members that have debt to the association to plenary committee

at the annual general meeting.

 Receive and achieve receipts for all official transactions undertaken by the

association.

4. THE SECRETARY.

The secretary shall:

 Provide minutes of the executive board meetings to the patron, oversight

board and members of the association.

 Maintain the register of the association and its constitution with the relevant

university authority.

 Prepare and send out invitation, provisional agenda and other relevant

information concerning the executive committee meetings

 Keep a record of all the association activities.

 Maintain an up to date membership register for all associations’ members.

 Read minutes of the previous meeting during an executive meeting.

 Present an annual report to the executive committee the oversight board and

the patron.

5. THE ORGANIZING SECRETARY.

The organizing secretary shall:

 Sends out notice of all activities of the association.

 Coordinate the logistics of the various activities of the association such as

acquisition of venues and transport.

 Manages the association E-mail.

 Acts on behalf of the association when the committee has made a decision.

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

6. MEDIA AND PUBLICATION CO-ORDINATOR.

 Be in charge of the publicity affairs of the association.

 Document all the activities of the association through photos and videos

 Update all the associations’ social media platforms.

 Manages social media addresses of the association.

SECTION THREE: REMOVAL FROM OFFICE.

An executive leader or member shall be removed from office under the following

circumstances:

 Violates of rules and regulation of the association.

 Undergoes disciplinary action in the university.

 Fails to perform the assigned duties.

 Resignation. Resignation can either be orally or in written form.

SECTION FOUR: FILLING OF VACANT SEATS.

Any position left vacant due to removal of an official or resignation shall be advertised

and members from the student committee or a member of the executive committee

who does not hold a post will apply to fill the post.

The executive board together with the oversight board shall do a vetting and appoint

one of the applicant who suits the position.

If it is a person from the student committee who has been appointed to assume the

post, then a member who is a member from the class which class representative has

been appointed shall be promoted to serve in student committee.

SECTION FIVE: PROCEDURE FOR REMOVAL FROM OFFICE.

1) The formal complain of the said member is first presented before the disciplinary

committee: which is assessed by the committee for validity.

2) If the allegations are found to hold water, the affected official is briefed on the

complaint raised against them and called forward to plead to the accusations before

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

7. due process is ensued: If the complains do not hold water, the allegations are then

discussed before the accuser and the affected official or with their representatives.

3) The disciplinary committee then presents the allegations to the executive

committee, within two days after the allegations were brought forth to the committee.

4) The executive committee appoints a tribunal to look into the allegations: The

affected member shall not comprise of the appointing committee

5) The report of the tribunal is to be filed within one week and presented back to the

disciplinary committee.

6) The accused official and the accuser are then briefed on the conclusive report of the

tribunal either in person or through their representative in a meeting that will be called

not more than a week after the tribunal submits its report to the disciplinary

committee.

7) The disciplinary committee based on the tribunal report decides on dismissal of the

affected official or dismissal of the allegations and informs the affected official and

the accuser in a meeting that is held not more than two weeks after the tribunal

submitted its report.

8) The formal judgment arrived at by the disciplinary committee then is filed and

submitted to the executive committee.

9) The aggrieved party can petition within one week of the final judgment to the

executive committee, the new case will be assessed by the executive committee for

reopening which a repeat process will be conducted. The final judgment in the second

hearing is inadmissible.

SECTION SIX: COMMITTEE RULES AND REGULATION.

1. Only the chairperson has the authority to question a member about their action

in relation to matters of the association.

2. All complain about an executive member should be submitted to the

chairperson first before any further proceedings.

3. A member who comes late fifteen minutes after the agreed time of the meeting

without informing the chairperson shall pay a fine of fifty shilling.

MOUNT KENYA UNIVERSITY DENTAL STUDENT ASSOCIATION

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4. Any member who fails to attend a meeting without a valid reason and does not

contact the chairperson will pay a fine of one hundred shilling.

5. One shall not serve in the student committee and executive committee in one

term at the same time.

SECTION SEVEN: EXECUTIVE TENURE.

An elected official shall only vie for the same leadership position for two academic

years, afterwards can only vie in any other position for one term or be an executive

member for one academic year.

ARTICLE FOUR: OTHER COMMITTEE AND BOARDS.

SECTION ONE: THE OVERSIGHT BOARD.

The Oversight Board shall consist of Immediate past executive committee

members of the association; having served their full terms of office headed by the

immediate former chairperson of the association.

SECTION TWO: DUTIES OF OVERSIGHT BOARD.

The Oversight Board shall:

1) Participate in the arbitration of disputes within the Association, including

electoral disputes.

2) Investigate officials in the event of a motion of impeachment or incapacitation,

and oversee their removal from office if found guilty

3) Be an active resource body to assist and advise the Executive committee in the

running of the Association.

4) Receive all the official minutes of Executive Board and Team of Officials

meetings, and within two weeks following receipt of the minutes, submit a signed

copy of the minutes with any comments to the Secretary of the Association.

5) Participate in proceedings of team of officials’ meetings upon invitation by the

Association’s chairperson.

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SECTION THREE: STUDENT COMMITTEE

The student committee shall consist of all the class representatives of both the

dental technology students and oral health students.

This will only be, if the class representative is a member of the association.

In cases where the class representative of a class is not a member, then a student

from that class who is a member will be appointed to assume the position.

If the class representative has been appointed to serve in the executive, then a

potential member from the class will be appointed to take his or her place.

SECTION FOUR: DUTIES OF STUDENT COMMITTEE.

a) They shall act as a bridge between the members from their respective classes

and the executive.

b) Help in inviting more student from their classes to register as association

members.

c) Communicate all the activities of the association to the members in their

respective classes.

d) Be active participant in association activities.

ARTICLE FIVE: ELECTIONS

SECTION ONE: APPLICATION BY ASPIRANTS.

All the aspirant who will want to vie for a political position in the association

shall send their application to the executive and oversight board.

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They will undergo vetting process which will be conducted fairly and the suitable

candidate presented to the association members who will vote for their preferred

leaders using the one man one vote system.

After successful vetting the selected aspirant shall pay application fee through

associations’ treasurer.

SECTION TWO: THE ELCTORAL PROCESS.

1) The positions shall be advertised and declared vacant a month before the end of

a term by the secretary.

2) It shall be advertised to the student committee who will be tasked to inform the

respective members

3) Any member interested in vying for any position will forward their interest to

the electoral board.

4) The successful aspirants name will be shortlisted and released to the members

not two days later after the vetting is done and complete. Shortlisted aspirants can

then begin campaigns.

5) The winners of the respective positions will be announced on the same day of

the elections and results posted back to the members not later than two days after

the elections.

6) The new leaders will then be inaugurated into office and expected to start

carrying out their duties at the end of the tenure of the outgoing team and

preferably not a week after the announcement of the election results.

SECTION THREE: ELECTION RULE AND REGULATION.

 All votes shall be counted in the presence of the aspirants or their

representatives.

 No member shall be allowed to vote twice.

 No member shall be allowed to vote on behalf of another member in their

absence.

 No form of bribery shall be condoned during the election period.

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SECTION FOUR ELECTRORAL DISPUTES.

a.) Electoral disputes shall only be considered valid if they are lodged with the

Electoral board no later than midday of the day following announcement of results of

the elections.

b.) Resolution of an electoral dispute shall be conducted by the Electoral board and the

Oversight Board in the presence of all candidates vying for the disputed office.

C.) The final decision of the Electoral board and the Supervising Council regarding an

electoral dispute shall be announced no more than six hours after the electoral dispute

was lodged with the Electoral board.

SECTION FIVE: THE ELECTORAL BOARD.

It shall be formed one month to the end of the tenure for those serving at executive

capacity. It shall comprise the following individuals:

a) Any member from the executive committee with no intentions of running for

office in the said elections, he/she will be the head of the electoral body

b) Any three members from the Students’ committee with no intentions of running

for office in the said elections to be presided over.

c) c) Any five members that will be selected by the Students’ committee from the

other members not serving in any committee who are deemed unbiased to

conduct the said elections.

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ARTICLE SIX: ASSOCIATION MEETINGS.

SECTION ONE: GENERAL MEETINGS.

The executive members shall meet at least twice in a month.

The executive will meet with the student committee at least twice in a semester.

SECTION TWO: ANNUAL MEETINGS.

There shall be annual meeting that will be held on the first month at the beginning of

every year. The meeting will comprise of-: Executive committee The Students’

committee, representatives from the department of dental sciences, any proposed

guest and all student members.

ARTICLE SEVEN: FUNDS.

SECTION ONE: SOURCE OF ASSOCITATION FUNDS.

A) From the fees paid by members and member association for registration and

membership

B) From all the proceeds acquired from the associations assets

C) From the fine paid in violation of the rules and regulation of the constitution as

directed by the disciplinary committee.

D) From the donations, grants and aids acquired by the association in the course of its

operation

E) From any legally extra means of financial source not mentioned above.

SECTION TWO: MANAGENENT OF FUNDS.

a) The treasury shall be responsible for management of the association finances,

budget and expenditure.

b) The treasury shall make annual report and present to the auditing committee

c) The Treasury shall open accounts for the association in a trusted bank where all

financial resources and assets shall be kept

d) The treasury shall be responsible for any movement of finances in the association

e) The head of the treasury who is the treasurer together with his or her deputy shall

sign all withdrawal and deposits.

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SECTION THREE: THE TREASURY

It shall comprise of:

a) The Treasurer

B) The Organizing Secretary

C) The Head of Student Committee

d) One other member from the student committee nominated by the student

committee.

ARTICLE EIGHT: AMENDMENTS TO THE CONSTITUTION.

SECTION ONE: RULES AND REGULATION.

a) After deliberation of proposed amendments it shall be kept until the next at which

Time it will be brought for a vote.

b) Amendments shall be approved by at least 2/3 majority of members present at the

Meeting.

c) They cannot however be implemented without the prior consent in writing to the

Registrar(associations’ secretary), obtained upon application to him or her made in

writing and signed by three of the office bearers. NB: However, there is no need to

continually change this document.

ARTICLE NINE: INSPECTION OF ACCOUNTS.

SECTION ONE: AUDTING.

The auditory committee shall be responsible in running organized and detailed audit of

the association twice yearly in the following sectors-:

 Financial department.

 All acquisitions of the association

 All projects run by the association

 All office bearers

 All officials of the association who are under investigation or as per the

order of the disciplinary committee

There shall also be annual vetting of all executive members and evaluation of the

participation of all other members; any underperformance or abuse of office should be

handled as per the Article three, section 4.

SECTION TWO: THE AUDITORY COMMITTEE.

It shall comprise of:

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a) The secretary or any nominated member from the executive committee; shall be the

head of the auditing committee.

b) The organizing secretary

c) The head of Students’ committee or any other nominated member

d) Two other members from the Students’ committee nominated the executive

council.

ARTICLE TEN: DEFENSE OF THE CONSTITUTION.

SECTION ONE: THE DECLARATION.

Every person has an obligation to ensure that the constitution is fully implement and

rule and regulation followed to the latter.

SECTION TWO: CUSTODIAN OF THE COSTITUTION.

The document shall remain in the following offices;

 The patron.

 The chairperson.

 The secretary

FOUNDERS OF THE CONSTITUTION.

1) Mr. Joseph Kangogo – patron

2) Emmanuel Narasha Saningo.

3) Aliya Ali

4) Juma Masphine Omondi

5) Peter Ngata Kamau

6) Celestine Cherono

7) FaithAli Wanyama

8) Owen Barisere

9) Nicholas Deche

10) Haron Koech

11) Jessse Ndegwa.

12) Dancun Kipyegon

13) Valerian Orege.

14) Winnie Moraa

15) Ruth kilonzo.

16) Vivian Kadzo Wanje

ARTICLE ELEVEN: LOGO OF THE ASSOCIATION

SECTION ONE: OFFICIAL LOGO

SECTION TWO: EXECUTIVE LOGO.